PUBLIC WORKS

ACCREDITATION PROCESS GUIDE

January 2013

American Public Works Association

2345 Grand Boulevard, Suite 700

Kansas City, MO 64108-2625

(816) 472-6100

FAX (816) 472-1610

PUBLIC WORKS

ACCREDITATION PROCESS GUIDE

Edited by

Ann Daniels

Director of Credentialing

American Public Works Association

Kansas City, Missouri

Limitation of Liability

The American Public Works Association nor any of its agents, such as the Accreditation Council, makes no warranty, express or implied, for the benefit of any person or entity with regard to any aspect of its Accreditation Process Guide. It is intended for the sole use of the APWA, the Accreditation Council, accredited local agencies, or those seeking accreditation or re-accreditation. There being no intended third party beneficiaries hereof, express or implied. The contents to this guide are subject to change or adjustment without notice. This guide, as with all APWA publications, is available, subject to costs, to any interested individual. The guide shall in no way be construed to be an individual act of an APWA employee, the Accreditation Council, any agent, member, individual, or legal entity associated with APWA

Copyright  1998-2013 by the American Public Works Association

All rights reserved. No part of this book may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording or by an information storage and retrieval system, without permission in writing from the publisher.

American Public Works Association

2345 Grand Boulevard, Suite 700

Kansas City, Missouri 64108-2625

Printed in the United States of America

January 2013

TABLE OF CONTENTS

Preface...... ii

Chapter 1 - Introduction to Accreditation...... 1-1

Chapter 2 - The Accreditation Council...... 2-1

Chapter 3 - The Accreditation Process ...... 3-1

Chapter 4 - Appeal Provisions and Procedures...... 4-1

Chapter 5 - Process Concerns, Disputes And Complaints...... 5-1

Chapter 6 - Recognition and Awards...... 6-1

Appendix A.Publications Order Form

Appendix B.Application for Voluntary Accreditation

Appendix C.Accreditation Agreement

Appendix D.Sample Submittal Letter

Appendix E.Checklist for Requesting On-Site Evaluation

Appendix F.Sample Accreditation Site Evaluation Visit Agenda

Appendix G.Registration and Update Tracking Forms

Preface

This ACCREDITATION PROCESS GUIDE is the principal source of information about the American Public Works Association’s Accreditation Program. It provides details about the Accreditation Council and instructions on navigating the accreditation process: from the time the Agency becomes interested in accreditation until it becomes accredited. The process book also assists accredited agencies in maintaining their accredited status and guides them through the re-accreditation process, which must be completed every four years.

There is currently one other publication that completes the library of documents that comprise the Accreditation Program:

APWA's Seventh Edition of the Public Works Management Practices Manual (referred to as the "Manual") contains more than 500 standards, termed practice statements, which define those basic criteria and procedures that a public agency would need to perform as a full service public works agency. It details uniform criteria and procedures to perform all public works services and assist public works managers in planning and controlling operations, improving performance, and increasing productivity.

Software is also available to assist agencies in organizing information and tracking the process of the self assessment phase of accreditation. Use of the software is mandatory for agencies applying for accreditation.

These publications may be ordered from:

APWA Bookstore

American Public Works Association

2345 Grand Boulevard, Suite 700

Kansas City, MO 64108-2625

(816) 472-6100, FAX (816) 472-1610

Online:

APWA also produces Q & A About APWA Accreditation, a pamphlet giving a brief overview of the public works accreditation concept and what it offers the public works community. Written in easy to read question and answer format, it provides a brief description of the process and of the benefits of accreditation. Information is also available on APWA's Internet web site at

Additionally, APWA periodically offers workshops entitled Self Assessment Using Management Practices: A Tool for Improving Operations and Management. This one day training course discusses the implementation of a self assessment program and is designed to guide the Agency in performing a self evaluation of an agency’s current management policies and practices and how to improve overall effectiveness through continuous process improvement.

On-site workshops detailing the process and providing training for the local agency’s entire staff are available to agencies in their own locale.
Acknowledgement

The American Public Works Association would like to acknowledge the dedication of APWA members, estimated to number more than a thousand, who have been involved bringing the program of Voluntary Accreditation for Public Works Agencies into reality.

From its earliest beginnings as a focus group at a Northwest Municipal Conference meeting, trying to identify the essential management practices that could be used by public works managers across the U.S. and Canada. To the research project developed by APWA that resulted in the publication of the Public Works Management Practices Manual in 1991. To the members of the Management Practices Advisory Committee, who were responsible for assembling the more than 500 recommended practices contained in the current edition of the Manual and who developed the initial criteria for the accreditation program. To the APWA Board of Directors who finally approved the concept for the Accreditation Program in 1996.

Since its inception, eighty-twoagencies have completed the self assessment and have attained full accreditation. Over three-dozen agencies have formally applied for Accreditation and are conducting the Self Assessment phase of the program. Hundreds of agencies are using the Public Works Management Practices Manual as a tool for evaluating their policies, practices and procedures.

Literally thousands of volunteer hours have been invested in developing the accreditation program that is summarized here, in this document, in but a few pages. The brevity of this document is a tribute to the members' ability to refine and focus on the key steps that are required to successfully attain the status of an Accredited Public Works Agency.

As with other massive projects, it is impossible to individually list all of those who have accepted the responsibility for producing portions of this document.

January 1, 2013

Ann Daniels

Director of Credentialing

American Public Works Association

Kansas City, Missouri

1

Chapter 1INTRODUCTION TO ACCREDITATION

What Is Accreditation?

Accreditation is the mark of professionalism that indicates that a public works agency has made the commitment to continuous improvement in the delivery of public works operations and services in the community it serves. Accreditation recognizes that an Agency’s policies, procedures, and practices have been evaluated against nationally recognized, recommended practices.[1]

Why Is Accreditation Important?

Accreditation is important to agencies that seek a method of demonstrating that the Agency is well managed, complies with recommended practices, and is dedicated to continuous improvement of public works management practices. Accreditation is important to your organization because it provides:

 International recognition for the commitment to processes that promote good

government;

 Recognition for the commitment to policies, procedures and processes that

promote effective delivery of projects and services;

 A process for conducting a needs assessment to ensure that all critical services

have been addressed;

 A process for setting goals for improvement of all practices, facilities and

services;

 Increased productivity and effectiveness through critical evaluation of programs

and services;

 Tools for establishing performance measurement systems and internal

performance standards for operations, management and administrative

functions;

 A visible form of recognition that can be used to gain community support for

improvement of public works facilities and services;

 An opportunity for professional development of the Agency’s staff;

 A process for staying abreast of the latest developments in public works

operation and maintenance

What Is the Process?

In summary, accreditation involves five phases:

  1. Self Assessment Phase - During this phase the applying Agency performs an analysis of its practices using the criteria contained in APWA’s Public Works Management Practices Manual.
  2. Application Phase - During this phase information regarding self assessment and accreditation is exchanged. The Agency may submit a formal application for accreditation; thereby fixing terms and conditions required for accreditation.
  3. Improvement Phase - Using the results of the self assessment phase, the Agency makes improvements to the various processes indicated by the self assessment as needing further enhancement in order to be considered in substantial or full compliance.
  4. Evaluation Phase - Once the Agency believes it complies with all applicable practices, an evaluation team performs a “site visit” to affirm compliance.
  5. Accreditation Phase - This is the final approval stage of accreditation by the Accreditation Council and the renewal process.

Accreditation is a voluntary process offered through the Accreditation Council (the Council), the accreditation-granting arm of the American Public Works Association (APWA). The Council is made up of professional managers with public and private sector experience in the delivery of governmental services. The Council is a subordinate entity, supported by the American Public Works Association.

Since self assessment and accreditation are voluntary programs, each public works agency has the ability to select how far they wish to proceed in the process. An agency can choose to participate only in the self assessment process as a needs assessment or quality improvement program. It is up to each agency to decide how to use the tools that have been developed for the accreditation program.

Chapter 2 contains a detailed discussion of each of the steps necessary to complete the accreditation process.

Who Is Eligible for Accreditation?

Any government agency or special use district with responsibility for management of public works infrastructure and services is eligible for accreditation by the Accreditation Council, the accrediting body established by the American Public Works Association. Major departments or divisions within large agencies can be accredited individually. There are no limits on the number of departments or divisions that can apply for accreditation.

How Much Does Accreditation Cost?

Fees and Charges. The fees paid to APWA for administering the accreditation program are determined by several factors:

  • first, the population of the governmental body
  • second, the administration fee for the first nine chapters of the Manual
  • third, the administration fee for the individual chapters for which the agency has full responsibility

Payment of the fees can be made in a lump sum at the time the contract is signed or with fifty percent paid when the contract is signed and the remaining fifty percent being due eighteen months into the three year contract or when the Site Visit is requested.

(See the Application for Voluntary Accreditation form at to compute the fees for your own agency.

The local agency will be billed for the direct costs incurred with the On-Site Evaluation, after the site visit is completed. This includes cost of airfare, hotel, ground transportation, and meals. The average charge is between four and five thousand dollars.

Re-Accreditation fees

When an agency has reached the fourth year of their Accreditation and are ready to request an On Site Evaluation Visit, an Application for Voluntary Re-Accreditation must be submitted. Fees for Re-Accreditation are calculated just as for the original Accreditation, including the amount due for the population of the governmental body, the administration fees for the first nine chapters of the Manual, and the administration fee for the individual chapters for which the agency has full responsibility, but based upon the fee structure currently in place at the time of Re-Accreditation.

Once these fees have been calculated, the amount is divided by 50% and this becomes the amount due from the Agency to APWA.

Visit costs are billed for actual costs and are usually reduced from the first visit due to one less evaluator needed for Re-Accreditation.

Fees for Nonmember Agencies. The cost of administration and operation of the accreditation program are partially subsidized by dues paid by member agencies, corporate members, and individual members of APWA. Nonmember agencies are encouraged to apply for accreditation but are charged a 50% surcharge, not to exceed the cost of agency membership.

A nonmember agency is defined as one not holding “Agency Member” standing in APWA. The Director of Credentialing can reduce or waive the requirements or fees for nonmember agencies, subject to the concurrence of the Executive Director of APWA.

Who Pays The Costs Of Accreditation?

The costs of the accreditation program are met by application fee and by charges paid by agencies for site visits. The Council may accumulate a reasonable surplus for future contingent needs. The Council normally sets fees on a three-year basis, but reserves the right to adjust fees upon written notice to all current applicants and accredited agencies. Site visit costs are charged to the Public Works Agency on an actual cost basis. Current schedules of fees and site visit charges are available from APWA or on the web site at Payments may be made by lump sum at the beginning of the program or in installments as agreed to contractually.

Can an Accreditation Be Revoked?

The Council has the authority to revoke an accreditation award when the Council has sufficient documentary evidence that the Public Works Agency is no longer meeting the accreditation criteria as defined in the Management Practices Manual. At a subsequent time, the Public Works Agency may reapply for accreditation without prejudice.

Can an Agency Withdraw From Accreditation?

The chief elected or appointed official of the public agency in which a Public Works Agency is located may request the removal of a Public Works Agency from the published list of accredited agencies. The Council will comply with that request and delete the Public Works Agency’s name. At a subsequent time, the Public Works Agency may reapply for accreditation without prejudice.

Are Records Confidential?

The records of the Council and of ad hoc Appeal Panels used in making decisions on the accreditation of agencies and recommendations on all applications before it, and all records of the Council relating to accreditation, shall be kept confidential except:

a. Listings of all categories of accredited agencies are published, as determined by the Council and specified above;

b. Disclosure is made in those instances in which the Council is legally required to disclose information;

c. At the request of the chief elected or appointed official of the Agency, information on a specific Public Works Agency may be made available to other agencies or organizations;

d. In the case of an appeal, the Council's decision as recorded in the minutes is available to the Board of Directors of the American Public Works Association.

January 20131

Chapter 2THE ACCREDITATION COUNCIL

The Council on Accreditation of the American Public Works Association accredits public works agencies or agencies performing public works functions. The APWA Board of Directors approved the voluntary accreditation process at their meeting on August 23, 1996. Their approval was based on the description contained in Section 2 of the publication Improving Public Works Operations and Management: a Guide to Self Assessment Using the Management Practices Manual.

PURPOSE

The purpose of accreditation is to promote excellence in the operation and management of a Public Works Agency, its programs and employees. Accreditation is designed to assist the Agency in improving operations and management; in educating and training public works professionals; and in providing a valid and objective evaluation of Agency programs as a service to the public and the profession.

The principal function of the Council is to exercise professional judgment in making decisions on accreditation of agencies. The Council also:

  • Develops guidance documents and data-gathering instruments necessary to carry out this principal function,
  • Institutes programs for the training of site evaluators,
  • Provides consultation to agencies,
  • Interacts with other elements of the governance structure of the American Public Works Association on matters related to accreditation, and
  • Takes such actions as required to enable it to carry out its functions.

The Council will periodically evaluate the site evaluators and their written reports as a quality assurance function of the program.

ACCREDITATION PROGRAM

Participation in the Accreditation Program is voluntary and self-motivated with the goal to objectively evaluate, verify and recognize compliance with nationally recognized “recommended” practices developed by members of APWA. The objectives of the accreditation program are:

  • Create impetus for organizational self-improvement and stimulate a general raising of standards;
  • Offer a voluntary evaluation and education program rather than government regulated activity;
  • Recognize good performance and provide motivation to maintain and improve performance;
  • Improve public works performance and the provision of services;
  • Increase professionalism; and
  • Instill pride among Agency staff, elected officials and local community.

All governmental agencies with responsibilities for public works functions are eligible for accreditation. Accreditation is awarded to the department that provides the public works service. Major divisions of a public works agency that operate as a semi-autonomous unit may also be eligible for accreditation. The Accreditation Council verifies eligibility for accreditation. There is no quota, or annual limit on the number of agencies that can apply for accreditation.

The process is described in detail in Chapter 3 of this manual as five major steps:

  1. Self Assessment Phase
  2. Application Phase
3.Improvement Phase
  1. Evaluation Phase
  2. Accreditation Phase
COUNCIL MEMBERSHIP

The “Council” is comprised of public works professionals and members of allied professions such as city/county management, government finance, law, public administration, human resource management, planning and others involved in administration of local, regional, state, provincial and federal government agencies. The Council determines the criteria for accreditation and will recommend changes to the Public Works Management Practices Manual. The Council will establish policies and criteria for accreditation.